Migrate from Project Insight to Trello

Each Project Insight Project maps to a Trello Board. The Project name becomes the Board name, the Project status (Active, On Hold, Complete) maps to Board visibility and archival status, and the Project start and end dates are preserved in the Board description as reference. We create the Board under the appropriate Trello Workspace before any Cards are added, resolving the Workspace by matching the Project's portfolio grouping to a Workspace name in the destination.

Project Insight Tasks map to Trello Cards within the Board that corresponds to their parent Project. The task hierarchy (parent-child relationships) exports from Project Insight as a flattened path or indent structure; we reconstruct this in Trello using Cards placed in the appropriate List (derived from task status) with Card cover images or checklist hierarchies indicating the depth level. Task description migrates to Card description; task start and due dates map to Card start and due date fields in Trello.

Project Insight's work breakdown structure (WBS) with summary tasks, phases, and subtasks does not have a direct Trello equivalent. We map top-level tasks to Cards in the most relevant List (derived from task status), and we add a checklist named Subtasks to each Card containing child task names as checklist items. For deeper hierarchies, we create a Section (Trello Premium feature) as a grouping label within the Board and nest Cards under it. The original WBS path is preserved as a Card label for admin reference.

Project Insight Resource records map to Trello Members on the Board. We pull the resource name, email, and role from the resource management report. Member assignment to Cards migrates by matching the assigned resource name on each Task to the corresponding Trello Member. Any resource without a matching Trello user account goes to a reconciliation queue for the customer's admin to provision before the migration runs.

Project Insight Custom Fields (available on Pro plan and above) export within the same row as the parent object. We map each named custom field to a Trello Custom Field of the matching type (text, number, date, dropdown, checkbox). Standard plan and above includes Custom Fields via the Power-Up interface. If the source account is on the Free tier, custom fields are not available for export and we flag this during scoping before migration begins.

Project Insight Time Entries (hours, date, resource attribution) do not map to a native Trello object. Trello does not have a time tracking data model. We map time entries as a structured checklist named 'Time Log' on each Card, with one checklist item per entry in the format 'Resource Name: Xh on YYYY-MM-DD'. Alternatively, for reporting purposes, we export time entries as a separate CSV inventory for the customer's admin to import into a dedicated time tracking tool connected to Trello.

Project Insight constraint types (ASAP, Finish No Earlier Than, Finish No Later Than, Start No Earlier Than, Start No Later Than) export as text fields on tasks. Trello has no native scheduling constraint model. We carry constraint types as a Label on each Card with the constraint type as the label name and color. Tasks with hard deadlines (Finish No Later Than) are flagged with a due date that the customer's scheduler must verify after migration. We deliver a constraint reapplication checklist listing every Card that requires manual constraint review in Trello.

Project Insight Portfolios group multiple Projects. Trello's Workspace is the organizational unit above Board. We map each Portfolio to a Trello Workspace, creating the Workspace if it does not exist. Projects within a Portfolio become Boards inside the corresponding Workspace. Portfolio-level roll-up reporting (aggregate budget, resource allocation, project health) has no Trello equivalent and is not migrated; we deliver a written inventory of every Portfolio and the Projects within it for the customer to restructure in Trello manually.

Project Insight task-to-task predecessor relationships export via the dependency report. Trello does not have native predecessor linking. We map dependencies to Card Links (using the Card Dependencies Power-Up or a manual checklist named Predecessors with the dependent Card name listed). For critical path dependencies, we flag them in the handoff document so the customer's admin can configure the Card Dependencies Power-Up or a Butler rule to enforce the sequencing in Trello.

File attachments stored within Project Insight are not accessible via the report export. We do not migrate binary attachments directly. We recommend a parallel document migration workflow: we provide a manifest of every Card with attachment references (file name, attachment URL in Project Insight if available), and the customer's team performs a direct download from Project Insight followed by a manual upload to the corresponding Card in Trello. This is a manual step outside the data migration scope.

Project Insight project statuses (Active, On Hold, Complete, Archived) map to Trello Board states and Card archival. Active projects become active Boards; Completed projects become archived Boards or archived Cards within the Board depending on whether the customer wants the historical data visible. On Hold projects map to Boards with archived Cards for incomplete work.

Project Insight task statuses (Not Started, In Progress, Complete, Blocked) map to Trello Lists on the Board. We extract the distinct task statuses from the source account during scoping and create matching Lists in each destination Board. Custom task statuses map to custom List names defined in the scoping phase. If Project Insight has more distinct statuses than Trello Lists per Board (Trello warns at 450 open Lists), we consolidate or use Sections for overflow.